Administration Executive

Role & responsibilities :

1. Facility & Housekeeping Management

Supervise daily housekeeping, floor cleaning, washroom sanitation, cafeteria, and meeting-room upkeep.

Ensure adequate availability of cleaning materials, toiletries, and office consumables.

Monitor cleanliness, hygiene, and overall office presentation.

2. Security Management

Coordinate security operations, duty rosters, attendance, and daily deployment.

Maintain records of inbound/outbound materials and ensure proper authorization.

Monitor compliance with security protocols and address operational gaps promptly.

3. Office Administration

Manage office supplies, stationery, equipment, and day-to-day facility requirements.

Coordinate repairs, maintenance, and service requests with relevant vendors.

Ensure office infrastructure and workspaces remain functional and organized.

4. Vendor Management

Identify, onboard, and manage vendors for housekeeping, security, maintenance, travel, and other facility services.

Maintain vendor records, agreements, invoices, and performance reports.

Conduct price comparisons and periodic vendor evaluations to ensure quality and cost-effectiveness.

5. Invoice & Payment Coordination

Collect and verify vendor invoices against POs, agreements, and service completion.

Submit verified bills with supporting documents to the Accounts team.

Track payment status and resolve billing discrepancies.

6. Travel & Accommodation Management

Coordinate employee travel and accommodation as per company policy and approved employee bands.

Obtain required approvals and manage bookings, itineraries, and confirmations.

Maintain approved hotel/accommodation lists and negotiate corporate rates where applicable.

7. Compliance & Reporting

Maintain accurate administrative, vendor, security, facility, and travel records.

Ensure adherence to company policies, safety standards, and operational procedures.

Prepare regular reports on facility operations, vendors, expenses, and pending issues.

Preferred candidate profile :

• Bachelors degree in Business Administration, Hospitality, or related field.
• 3-5 years of experience in office administration or client-facing roles.
• Excellent verbal and written communication skills.
• Strong MS Office proficiency (Word, Excel, Outlook).
• Experience with vendor management, facility coordination, and office logistics.